Operations Support Specialist

Position:Operations Support Specialist

Position Available: Immediately

Closing Date: Open Until Filled

Compensation:  Salary, Benefits, and Bonuses

Position Location:  Washington DC Metro area (and home office)

Position Overview:  CHCI is a dynamic, growing small business and is looking for the ideal person to join our team of consulting professionals to support the operations of the company.  The Operations Support Specialist (OPS) will work closely with the Chief Management Officer. The OPS is a versatile role that contributes to the overall efficiency and effectiveness of an organization by providing essential administrative and logistical support. The OPS will help ensure that various operational functions run smoothly, allowing other departments to focus on their core responsibilities.

Principal Responsibilities: The Operations Support Specialist plays a crucial role in ensuring the smooth functioning of various operational aspects within an organization. Responsibilities include but are not limited to:

·       Administrative Support:

o   Managing and maintaining office supplies, equipment, and facilities.

o   Assisting in the creation and distribution of internal communications, memos, and other communication.

o   Handling routine clerical tasks like data entry, filing, and document management.

o   Support programs in document management, creation, and research.

·       Logistics and Coordination:

o   Coordinating meetings, events, and appointments, including scheduling, booking venues, and preparing meeting materials.

o   Managing travel arrangements and itineraries for employees.  

·       Communication Support:

o   Serving as liaison between different departments or teams, facilitating effective communication.

o   Managing incoming and outgoing communications, including emails, phone calls, and mail.

o   Assisting in the preparation of presentations and reports for senior management.

o   Supporting website request

·       Project Assistance:

o   Providing support for various projects by tracking progress, gathering data, and generating reports.

o   Assisting project managers in meeting deadlines and ensuring project tasks are completed efficiently.

·       Data Management and Reporting:

o   Collecting and organizing data related to operations and projects.

o   Preparing regular reports, dashboards, and performance metrics to support decision-making processes.

·       Process Improvement:

o   Identifying inefficiencies in operational processes and suggesting improvements.

o   Collaborating with team members and managers to implement process enhancements.

·       Customer Service:

o   Providing support to internal and external stakeholders by addressing inquiries, resolving issues, or directing them to the appropriate department or person.

o   Ensuring a high level of customer service in daily interactions.

·       HR Support

o   Assisting in the onboarding process for new employees, including orientation and training logistics.

o   Preparing training materials and schedules.

·       Budget Monitoring:

o   Assisting in monitoring and managing departmental budgets, including tracking expenses and identifying cost-saving opportunities.

o   Supporting team members with expense reports and documentation.

·       Technology and Systems Support:

o   Providing support for office technology and software applications.

o   Assisting employees with technical issues or coordinating with IT support as needed.

·       Cross-functional Collaboration:

o   Collaborating with HR, IT, finance, and other departments to ensure efficient operations.

o   Supporting HR initiatives such as recruitment, employee engagement, and benefits administration, when necessary.

Aptitudes / Education / Experience. The OPS must have proven the following types of aptitudes, education, and work experiences:

·       Undergraduate degree in a related discipline from an accredited university; an advanced degree is preferred.

·       Five to Six years of experience in Administrative Support.

· Advanced communications skills

·       Advanced skills in MS Office Suite, with expertise in Excel to include the ability to develop formulas, charts, and spreadsheets that clearly present data to facilitate decision-making by management.

·       Detail-oriented, with the ability to spot trends and ensure accuracy.

·       Self-motivated to work productively and independently.

·       Ability to work with a diverse group of professionals

·       Ability to stay calm under pressure when working in a high-paced environment

Security Clearance:  Candidates must have the ability to pass a basic background check

Travel: 

Local travel within the DC Metro area will be needed regularly.